Donations — browsing, detail and recording an external donation

The Donations screen lists every donation to your organisation. That includes donations made online through Supporter Club and donations you record by hand because the money reached you another way, such as a cheque, a bank transfer or cash. This page covers browsing donations, reading a donation, recording one, and correcting one you recorded.

Browsing donations

Click Donations in the sidebar, outside any club.

The list shows the newest donations first. Type into the box marked "Search donor, club or ambassador" to search. The list has no filters, and you can't choose its columns.

If nothing matches your search, the list says "No donations match your search." with a Clear search button. If there are no donations yet, it says "No donations yet."

To download the donations in the list, see Exports.

Reading an online donation

Click a donation's ID to open it. A donation made online has three panels:

• Donation: the Contact who gave, the Donation amount, the Status, the Date and the Interval. If the money reached your organisation in another currency, the equivalent in your organisation's currency is shown under the amount.
• Payment: what the supporter was charged, the tip, your organisation's amount, the payment provider, the processing fee and the payment ID. Each figure is explained in Donation statuses.
• Membership: the Club, and the Contact whose membership the donation counts for. That is not always the person who gave. Either shows "None" if there isn't one.

A donation made online has no Edit links.

Reading a recorded donation

A donation you recorded by hand has three panels, each with an Edit link:

• General: Amount (with the equivalent in your organisation's currency under it), Status, Source (marked "External"), Reference, Notes (only if there are any), In support of (the club, or "None") and Date.
• Subscription: Duration and Recurs.
• Supported by: the Contact who gave. If the donation counts for someone else's membership, that person is shown as Creditor.

Recording a donation

Record a donation when money reached your organisation outside Supporter Club. A recorded donation is saved with the status Succeeded.

The donor must have a donor record. If they don't have one yet, you can create it on the Contact step (step 2).

1. Click Donations in the sidebar, then Add donation.

2. Contact: under "Who was this donation made by?", choose the donor from "Select a contact" and click Continue. If they're not there, click Create a contact. When you have created them, you come back to this step. If the new donor is not already chosen, choose them from "Select a contact". See Adding a donor.

3. Donation: fill in:

   • Amount and Currency. Both are required.
   • How they gave, also required. The choices are grouped:
     • Given offline: Cheque, Bank transfer, Cash.
     • An external platform: DonorBox, Funraise, Givebutter, Keela, PayPal, Stripe, iRaiser, Other.
     • Other: Direct, Not known.
   • Reference: optional, such as a cheque number or the other platform's reference.
   • Date, required: "When was the donation made?" It can't be in the future. If it is, you'll see "Date can't be in the future".
   • Notes: optional.
   • Don't email this donor about this gift: see Emails about a recorded donation.

   Click Continue.

4. Club: under "Which club was this donation made in support of?", choose a club from "Select a club" and click Continue.

5. Who raised it: under "Who should this donation count for?", choose:

   • A new supporter — the donor joins this club with this donation: the donor becomes a supporter of the club. Choose the ambassador who brought them in from "Select an ambassador". This choice appears only if the donor has no membership in this club yet.
   • An existing supporter: the donation counts for a supporter's membership. Choose them from "Select a supporter". The list shows the club's supporters who joined through an ambassador, grouped under that ambassador.
   • None: the donation counts for no one's membership.

   Click Continue.

6. One-off or repeating: under "Is this a one-off gift, or one that repeats?", choose a duration from "Select a duration": One month or One year. This is "How long this gift covers their membership for", and it is required. Tick This gift repeats, so renew their membership automatically if it repeats. Click Continue. If you chose None in step 5, this step is skipped.

7. Confirm: read what you entered. Click a completed step to go back and change it. The screen also says whether the donor will be emailed. Click Create donation.

You'll see "Donation added successfully". Click Add another donation to record another, or Finish to go back to Donations.

To stop without recording anything, click Cancel at the top of any step.

If you don't choose a club in step 4, the Who raised it step says "No club was selected, so this donation can't count for anyone's fundraising."

What recording a donation does

• The donation is added to Donations with the status Succeeded.
• If you chose A new supporter, the donor gets a new membership in the club, referred by the ambassador you chose. The membership is activated.
• If you chose An existing supporter, that supporter's membership is activated.

Emails about a recorded donation

Recording a donation can start these built-in workflows. See Workflows.

• Donation recorded by hand runs for every donation you record, while the workflow is enabled. It emails the donor a donation receipt.
• Supporter activated runs when the donation makes a supporter's membership active. That always happens when you choose A new supporter in step 5. It also happens when you choose An existing supporter whose membership is not active yet. It emails the supporter whose membership it is "Welcome to [your organisation]'s Supporter Community!". It also emails the ambassador who referred them, the club's other active ambassadors and your organisation's administrators.
• Subscription renewed runs when you choose An existing supporter whose membership subscription is already active. It emails that supporter "Thank You for Renewing Your Membership with [your organisation]'s Supporter Community!".

Supporter activated and Subscription renewed run for a club while they are switched on for that club, even if you have disabled the workflow from its More menu. A new club has every organisation workflow switched on. See Organisation automations and enablements. With An existing supporter, the person who gets the welcome or renewal email is the supporter whose membership it is, who may not be the person who gave. A workflow or email of your own set to When a supporter is activated, When a membership is activated, When a membership subscription is activated or When a membership subscription is renewed can run for the same donation, in the same way. So can an email of your own set to When a donation is recorded by hand.

If you choose None in step 5, only workflows and emails triggered when a donation is recorded by hand run.

The Confirm step tells you which of these applies:

• "The donor will be emailed about this donation, just as they would be for one given online."
• "No automated email about this gift will be sent, because your organisation has no workflow set up for donations recorded by hand. If you want to thank this donor, you'll need to send that yourself." A Set up a workflow link opens Workflows.
• "No automated email about this gift will be sent, because you asked for this donor not to be emailed about it. If you want to thank them, you'll need to send that yourself."

The Confirm step only checks for an enabled workflow or email triggered when a donation is recorded by hand. It does not check Supporter activated or Subscription renewed. So even when it says "No automated email about this gift will be sent, because your organisation has no workflow set up for donations recorded by hand.", the supporter can still be sent the welcome or renewal email described above.

The last message appears when you tick Don't email this donor about this gift on the Donation step. Then no automated email about this gift is sent to anyone: not the receipt, not the welcome or renewal email, and not the emails to ambassadors and administrators. The donation is still recorded and any membership still activates.

Whether an email actually reaches the donor also depends on their email consent and deliverability. See Email consent and deliverability.

Correcting a recorded donation

You can correct a donation you recorded by hand. A donation made online has no Edit links.

1. Open the donation and click Edit on the panel you want to change. That panel becomes a form:
   • General: Amount, Status, Currency, Source, Reference, Notes, In support of and Date.
   • Subscription: Duration, and Renew this membership automatically. If renewal is ticked, Duration is required.
   • Supporter: Contact, the donor, and Creditor, the supporter whose membership the donation counts for. Both lists can be searched.
2. Make your changes and click Save changes, or click Cancel to leave the panel as it was.

The Date can't be in the future.

Saving a correction does not send any email.